F4E Industry & Associations Portal User Guide

F4E Industry & Associations Portal User Guide F4E Industry Portal Phase 2 THE EUROPEAN JOINT UNDERTAKING FOR ITER AND THE DEVELOPMENT OF FUSION ENERGY

TABLE OF CONTENTS 1 INTRODUCTION... 4 2 THE F4E INDUSTRY PORTAL... 4 2.1 ANONYMOUS... 5 2.1.1 CALLS... 8 2.1.1.1 F4E Search public calls... 8 2.1.1.2 ITER Task Agreements... 9 2.1.1.3 ITER Calls... 9 2.1.1.4 Administrative procurements... 9 2.1.1.5 Upcoming calls for tender... 10 2.1.2 USER REGISTRATION... 10 2.1.2.1 Account Management... 10 2.1.3 CONTACT... 11 2.2 REGISTERED PERSON... 12 2.2.1 SIGN IN... 13 2.2.2 CALLS... 13 2.2.2.1 Search Public Calls... 13 2.2.2.2 Search Restricted Calls... 13 2.2.2.3 Downloads & Subscriptions... 14 2.2.3 USER REGISTRATION... 14 2.2.3.1 Account Management... 15 2.2.3.2 Reset my Password... 15 2.2.3.3 Delete my Account... 16 2.2.4 CONTACT... 16 2.3 LEGAL ENTITY... 17 2.3.1 SIGN IN... 19 2.3.2 CALLS... 19 2.3.2.1 Search Public Calls... 19 2.3.2.2 Search Restricted Calls... 19 2.3.2.3 Downloads & Subscriptions... 19 2.3.3 USER REGISTRATION... 19 2.3.3.1 Account Management... 19 2.3.3.2 Reset my Password... 20 2.3.3.3 Delete my Account... 20 2.3.4 COMPANY INFORMATION... 20 2.3.4.1 General Information... 21 2.3.4.2 Financial Capabilities... 22 2.3.4.3 Quality Records & Delivery References... 22 2.3.4.4 Company Contacts... 23 Page 2/27

2.3.4.5 Additional documents... 24 2.3.5 Request for PARTNERSHIP... 24 2.3.5.1 Search suppliers database... 25 2.3.5.2 Search all companies contacts... 25 2.3.5.3 Request for partnership... 25 2.3.6 CONTACT... 26 3 GLOSSARY... 27 TABLE OF FIGURES Figure 1-1 F4E Industry Portal Roles... 4 Figure 2-1 Industry Portal Homepage for Anonymous Users... 5 Figure 2-2 F4E Search Public Calls... 8 Figure 2-3 Call Information... 8 Figure 2-4 Subscription... 9 Figure 2-5 ITER Task Agreements... 9 Figure 2-6 Administrative Procurement... 10 Figure 2-7 Account Management... 10 Figure 2-8 Contact Form... 11 Figure 2-9 Industry Portal Homepage for Registered Person Users... 12 Figure 2-10 Sign In... 13 Figure 2-11 Search F4E Restricted Call... 13 Figure 2-12 Non Disclosure Agreement (NDA)... 14 Figure 2-13 Downloads & Subscriptions... 14 Figure 2-14 Account Management for Registered Person user... 15 Figure 2-15 Change Password... 15 Figure 2-16 Delete my account... 16 Figure 2-17 Industry Portal Homepage for Legal Entity users... 18 Figure 2-18 Account Management for Legal Entity... 20 Figure 2-19 General Information... 21 Figure 2-20 Financial Capabilities... 22 Figure 2-21 Quality and Delivery Records... 23 Figure 2-22 Quality Records Form... 23 Figure 2-23 Company Contacts... 24 Figure 2-24 Additional Documents... 24 Figure 2-25 Search Legal Entity Name & Contact... 25 Figure 2-26 Search all companies contacts... 25 Figure 2-27 Request for partnership... 26 Page 3/27

1 INTRODUCTION Fusion for Energy (F4E) Industry and Associations Portal Phase 2 (IP2) is a web-based portal custom application built on Microsoft Office SharePoint Services (MOSS). This document will focus on the Portal functions and procedures. Throughout the document, familiar acronyms will be used which are described in the glossary. 2 THE F4E INDUSTRY PORTAL The Industry Portal allows users to access calls launched by F4E. It also offers the possibility to become a pre-qualified F4E supplier The Industry Portal is composed of several pages, which attributes and available functionalities vary according to the role of the registered user. Figure 1-1 F4E Industry Portal Roles ROLE NAME DESCRIPTION Anonymous The user type Anonymous represents a typical user who may read the public content of the site. Registered Person Legal Entity The user type Registered Person represents a user who creates a system account by providing some personal information and contact details (including industry areas of interest). A Registered Person may indicate which legal entity he/she works for. However it is not assumed that a Registered Person officially represents that legal entity. The user type Legal Entity represents an individual or organization that is legally permitted to sign a contract with F4E. A Legal Entity will be associated with one (and only one) Point of Contact so called Main Point of Contact. It must be a previously Registered Person. ILO DA Industrial Liaison Officers (ILOs) belong to a network from different European countries and work together with F4E to raise awareness regarding funding schemes and ways to get involved in the ITER project, to report on the roadmap of the different procurement packages and to facilitate partnerships between companies. The user type ILO has restricted access to the Industry Portal functions. This role is directly assigned by F4E. The Domestic Agencies role is to handle the procurement of each Member's in-kind contributions to ITER. Fusion For Energy is the Domestic Agency for the European Union. The user type DA has restricted access to the Industry Portal functions. This role is directly assigned by F4E. This guide is structured according to the distinct roles described above: Anonymous, Registered Person and Legal Entity. Page 4/27

2.1 ANONYMOUS All users that access the Industry Portal are Anonymous Users until they sign in with another user role (Registered Person or Legal Entity). Figure 2-1 shows the Portal homepage. Figure 2-1 Industry Portal Homepage for Anonymous Users The homepage is composed of the following parts Navigation bar - Allows access to the main functionalities of the Portal. Sign In Allows access to the Portal and its functionalities assigned to the public roles (Registered Person & Legal Entity). This guide will further describe the new functionalities available for Registered Person & Legal Entity roles Page 5/27

F4E Call Workspace Allows a fast access to the Calls features. The last 4 entries in this web part in grey provide quick access to some features related to F4E and ITER calls. These entries are available for all the roles - See chapter 2.1.1 for further details. Welcome to Fusion for Energy A welcome on board message form F4E. Supplier Database Allows fast access to the user registration functionality in order to get the Registered Person and Legal Entity Roles. As an Anonymous User you will only have access to the Get an Account option See chapter 2.2.3.1 for further details. Announcements Displays short informative news addressed to all F4E stakeholders. Click on each item to get further details. Page 6/27

Links Provides access to other websites related to F4E. ILO Access Access to information for ILO. Only for ILO (Industry Liaison Officer roles). ITER DAs Access Access to information for ITER DAs. Only for D.A (Domestic Agencies roles). In addition, from every page and form, you can always return to the Industry Portal s homepage by clicking on the F4E logo. The following chapters illustrate detailed information about the functionalities provided through the navigation bar. Page 7/27

2.1.1 CALLS Through this menu Anonymous Users can be granted access to information related to F4E calls. The Calls menu for Anonymous Users is made of the Search Public Calls form, Figure 2-2, which is accessible from either the F4E Calls Workspace web link or through F4E Search public calls. Figure 2-2 F4E Search Public Calls 2.1.1.1 F4E Search public calls On this form users can search for public calls published by F4E; there are several reference fields that can be used to filter information; this is done to help users with specific search criteria. Calls can also be sorted by any of the fields available. By clicking on the Details button the user can retrieve information related to each specific call. 2.1.1.1.1 Call Information This form provides detailed information about the call, comments of interest, associated documents, and questions asked & answered An Anonymous User can submit new questions through the submit a new question button; a name and an email will be requested in order to submit the question. Answers will be dealt with by F4E staff, who will address all answers by email. Figure 2-3 Call Information Page 8/27

2.1.1.1.2 Subscription Users can also subscribe to the call. Any further information related to this call will automatically reach them through an email notification. Figure 2-4 Subscription Note: Anonymous Users can obtain information about a call but only a Legal Entity role can start the prequalification process and attempt to become a pre-qualified F4E supplier. 2.1.1.2 ITER Task Agreements This form is only available from the F4E Calls workspace area and the homepage. It provides information about announcements related to the ITER Project. Figure 2-5 ITER Task Agreements 2.1.1.3 ITER Calls This is a link to ITER IO Calls and relates to information displayed on F4E website. 2.1.1.4 Administrative procurements This form provides a quick way of accessing administrative procurements calls information. Page 9/27

Figure 2-6 Administrative Procurement 2.1.1.5 Upcoming calls for tender This link opens an Excel file containing the list of upcoming calls for tender. 2.1.2 USER REGISTRATION Through this menu anonymous users can be granted access to the user registration forms. These allow you to create an account. The User Registration menu for anonymous users is composed by the Account Management form, which is also accessible through the Get an Account link available in the Supplier Database section. 2.1.2.1 Account Management On this form anonymous users can provide information in order to become: a Registered Person -Individual User option-, a new Legal Entity - Register my Company option-, or join an already existing Legal Entity - Link to Existing Company option-. Following the form instructions and filling the required fields, anonymous users can create an account in order to register their company and start their F4E pre-qualification process. Users will receive a generic email notifying them of the successful creation of their account and their login credentials; further instructions are provided in the email in order to get their account activated. Figure 2-7 Account Management Page 10/27

2.1.3 CONTACT Through this menu anonymous users can access the contact screen, which enables to contact directly F4E staff. The newly designed form enables the anonymous user to send a free typed message to F4E; he will need to select the "Type of entry" in order to direct the request to the appropriate F4E team. Figure 2-8 Contact Form Page 11/27

2.2 REGISTERED PERSON Users that have obtained an account using the Individual User account type - have been assigned a Registered Person role see Figure 1-1 for role details. This allows them to have access to more functionalities of the Industry Portal. A Registered Person must Sign in to get access to these extended functionalities- See Figure 2-9 Figure 2-9 Industry Portal Homepage for Registered Person Users The homepage for Registered Person users is very similar to the one for Anonymous Users, except that it includes new features dedicated to the Registered Person role. New features of the Portal are described: F4E Calls workspace Allows a fast access to the Calls features increased for this role. For further details about the last four entries - in grey -, see chapter 2.1.1 Page 12/27

2.2.1 SIGN IN On this screen figure 2-10- Registered Users can sign in using identifiers provided during the creation of the account. In case users identifiers are no longer known, a request for a new temporary password can be sent through the Forgot your password? link. Instructions on how to get a new password will then be sent to the user s email account that needs to be reconfirmed in the request form. Figure 2-10 Sign In 2.2.2 CALLS Through this menu the Registered Person can access all information related to calls published by F4E. Calls menu for the Registered Person consists in: - The Search Public Calls form is accessible from the F4E Call Workspace section, through Search F4E Public Call - The Search Restricted Calls form is accessible from the F4E Call Workspace section, through Search Restricted Call - The Downloads/ and subscriptions form is accessible from the F4E Call Workspace section, through Downloads & Subscriptions 2.2.2.1 Search Public Calls This functionality remains the same as for the Anonymous Users See chapter 2.1.1.1 for details. 2.2.2.2 Search Restricted Calls Through this functionality a Registered Person can access the restricted calls published by F4E; F4E invites a certain amount of suppliers to access this very restricted area by providing selected suppliers with a pass phrase. Users must enter the pass phrase, which will have been sent via email previously from F4E, to the specified account email address. Figure 2-11 Search F4E Restricted Call Once the pass phrase is entered into the field, users are requested to click on the Show Restricted Call Information button. They will then be able to access the Call Restricted Information form. Page 13/27

2.2.2.2.1 Call Information This form is similar to the one used for Public Calls; it also includes a few parts related to restricted calls. A Non Disclosure Agreement (NDA) Figure 2-12, must be signed by users and uploaded onto the Portal. Figure 2-12 Non Disclosure Agreement (NDA) Once the NDA is approved by F4E, users will be able to download documents associated to a restricted call. Note: A Registered Person can obtain information about a restricted call but only a Legal Entity previously pre-qualified by F4E can become a F4E supplier. 2.2.2.3 Downloads & Subscriptions On this screen, Figure 2-13, the Registered Person can view and search the calls for the relevant downloaded documents associated with it. They can also view if they are subscribed (in green) or not (in red) to the call. A subscription allows the user to receive via email any information related to the call. It is possible to subscribe or unsubscribe to one call by clicking on the appropriate button. Figure 2-13 Downloads & Subscriptions 2.2.3 USER REGISTRATION Through this menu, the Registered Person user can access the user registration forms that allow them to manage their account details. The User Registration menu for the Registered Person user is composed by: - Account Management form: is also accessible from the Supplier Database section, through the Get an Account link Page 14/27

- Reset my Password form - Delete my Account form 2.2.3.1 Account Management In this form, the Registered Person can provide information in order to become in a new Legal Entity - Register My Company option-, or join an already existing Legal Entity - Link to Existing Company option. Following the form instructions and filling the fields required, the Registered Person can manage their account in order to register the company and access to the prequalification calls process. The users will get their validation via email, and will need to follow the email s instructions in order to update the account successfully. Figure 2-14 Account Management for Registered Person user 2.2.3.2 Reset my Password In this form, Figure 2-15, users can change their password. Once the required information has been provided, click on the Set button. An email will be sent to the user with instructions in order to activate the new password. Figure 2-15 Change Password Page 15/27

2.2.3.3 Delete my Account Through this form, Figure 2-16, users can delete their current account. NOTE: All the information associated to the account (calls downloads, subscriptions ) will then be lost. Once the account has been deleted, the current Registered Person becomes an Anonymous User. Figure 2-16 Delete my account 2.2.4 CONTACT This menu is common to all users. For further details please see Chapter 2.1.4 Page 16/27

2.3 LEGAL ENTITY A Legal Entity is a company or organisation s entitlement to do business with F4E. Instructions on how to register a Legal Entity are described below: 1) First the Legal Entity must register onto the F4E Industry Portal: https://industryportal2.f4e.europa.eu 2) Then it is required to download the pre-qualification forms available on the Portal, complete and sign them off before scanning and submitting them to F4E (upload onto the portal). 3) F4E reviews all the information provided by the Legal entity and decides whether to approve or reject them. A notification email is normally associated to any rejection, asking for further details or guiding you with the next steps to follow 4) At all times the registered company s pre-qualification status is displayed in the pre-qualification status indicator of the Portal. This is located on the homepage NOTE: Once the account is created, the F4E pre-qualification process for the Legal entity automatically starts. Users that have obtained an account via Register my Company have the Legal Entity role, which gives them access to more functionalities. The Legal Entity must Sign in to access to the Portal extended functionalities. Page 17/27

Figure 2-17 Industry Portal Homepage for Legal Entity users The homepage for the Legal Entity is very similar to the homepage for the Registered Person, but it also includes new functionalities. All the new Industry Portal features are illustrated below: Toolbar menu - Allows access to the Portal s main features. New items are now available. Supplier Database Allows fast access to the most commonly used supplier tools, increased for this role Manage my company & Search companies are now selectable options. Pre-Qualification Status Allows a fast view of the pre-qualification status of the Legal Entity, providing information of the stage (Approved, Pending, Rejected or Not Submitted) of every item that needs to be completed in order to become a supplier. Page 18/27

2.3.1 SIGN IN On this screen see figure 2-8- users are invited to log into the Portal as a Legal Entity. A new password can be requested at any time through the Forgot your password? link. An email will be then automatically sent by F4E to the user s email account; follow the instructions provided to get a new password. 2.3.2 CALLS Through this menu, Legal Entity users can access the information related to the calls published by F4E. The Calls menu for Legal Entity users has the following features: - Search Public Calls form: also accessible from the F4E Call Workspace section, through Search F4E Public Call - Search Restricted Calls form: also accessible from the F4E Call Workspace section, through Search Restricted Call - Downloads/Subscriptions form: also accessible from the F4E Call Workspace section, through Downloads & Subscriptions 2.3.2.1 Search Public Calls This is the same feature that appears for anonymous users See chapter 2.1.1.1 for details. 2.3.2.2 Search Restricted Calls This is the same feature that appears for Registered Person user See chapter 2.2.2.2 for details. 2.3.2.3 Downloads & Subscriptions This is the same feature that appears for Registered Person user See chapter 2.2.2.3 for details. 2.3.3 USER REGISTRATION Through this menu Legal Entity users can access the user registration forms that allow them to manage their account. The User Registration menu for Legal Entity users is composed by: - The Account Management form: also accessible from the Supplier Database section, through Manage My Account - The Reset my Password form - The Delete my Account form 2.3.3.1 Account Management In this form, the Legal Entity users can manage their account in order to update any related information (Account Information, Notifications, Activity Codes Your Areas of Competence and F4E Procurement Packages). It works in the same way as for Registered Person users. Page 19/27

2.3.3.2 Reset my Password This is the same feature that appears for the Registered Person user - See chapter 2.2.3.2 for details. 2.3.3.3 Delete my Account This is the same feature that appears for Registered Person users - See chapter 2.2.3.3 for details. Once the account has been deleted, the current Registered Person user becomes an anonymous user. If the Legal Entity user is the main point of contact (MPC) of the Legal Entity, the account cannot be deleted until the MPC has been changed and delegated to another contact. See Company Information chapter for further details. Figure 2-18 Account Management for Legal Entity 2.3.4 COMPANY INFORMATION Through this menu, users can access the company registration forms. These are the basis of the supplier pre-qualification process and thus to become a pre-qualified F4E supplier. The Company Information menu is composed by: - The General Information form: also accessible from the Supplier Database section, through Manage My Company - The Financial Capabilities form - The Quality Records & Delivery References form The Company Contacts Management form - The Additional Documents form Page 20/27

2.3.4.1 General Information Through this form, users can provide information about their company, completing the provided fields. Users can also make the information visible to other Legal Entities. Through this form users can also provide information required by F4E in the pre-qualification process, through the Provided Information area, and change the MPC of the company, on the Main Point of Contact Area. Figure 2-19 General Information 2.3.4.1.1 Company documentation Within this area, 3 documents required by F4E Declaration of Honour, Financial Identification Form and Legal Entity can be downloaded, in order to be completed and signed, and later uploaded. F4E will then process with review and validation or rejection. The status colour indicates the approval status of every document; it is required that all statuses are green in order to complete the General Information prequalification items. 2.3.4.1.2 Main Point of Contact Through the Change Main Contact button, users can change the MPC of the company; the new MPC must be a user already associated to the company via the Link to Existing Company option in the Account Management form see Figure 2-12-, and an email notification will be sent to this user in order to complete the change. Page 21/27

2.3.4.2 Financial Capabilities In this form, users have to fill-in the last three years of financial records in columns in order to get the approval of their financial capabilities, this is another item required from F4E to complete the supplier prequalification. An email will be sent from F4E to the user when financial capabilities have been approved or rejected also the Pre-qualification Status section in the home page shows the current status for Financial Capabilities. Figure 2-20 Financial Capabilities 2.3.4.3 Quality Records & Delivery References In this screen, users can complete these two forms Quality Records and Delivery References - required by F4E to complete the supplier pre-qualification. The status approval indicator is shown as per usual - (it is necessary that F4E approve every document to get the green approval status) - and both of them have a separate button to access each form. Page 22/27

Figure 2-21 Quality and Delivery Records. A form will open after clicking on the Open Form Button Figure 2-22 shows an example of the Quality Records form - and users can fill-in the form; all the changes made to the form will be saved as draft by clicking on the Save draft button at the bottom of the form; if the user wants to submit the form to F4E for review, they should click on the Submit button. Through the status indicator the user will know if the form has been approved (green) or rejected (red); an email will also be sent to the MPC, and the Pre-qualification Status area of the home page will show the current status for this pre-qualification item. Figure 2-22 Quality Records Form 2.3.4.4 Company Contacts In this form Figure 2-23- users can manage their company contacts associated to the company, adding, editing and deleting the information related to the contacts. This information will be used by F4E in order to Page 23/27

contact the company, and if the contact is marked as public, it will also be available to other companies in the request for partnership menu. Figure 2-23 Company Contacts 2.3.4.5 Additional documents In this screen Figure 2-24-, users can attach any relevant document describing their company and its activities. The documents can be uploaded in any format through the New Document button, and it can be deleted whenever the company considers it appropriate. Figure 2-24 Additional Documents 2.3.5 REQUEST FOR PARTNERSHIP Through this menu, users can access the request for partnership pages, which provide networking features and enable contact with other companies. The new F4E Industry Portal becomes now a place of contact between companies but shall be used for first contacts only. The Partnership menu is composed by: - The Search suppliers database form - The Search all companies contacts form Page 24/27

F4E Industry Portal User Guide - The Request for partnership form 2.3.5.1 Search suppliers database In this form, Figure 2-25, users can search for information about other companies registered in the F4E Industry Portal, providing data about their MPC s, such as name and email Address. Figure 2-25 Search Legal Entity Name & Contact 2.3.5.2 Search all companies conta acts On this form, Figure 2-26, users can search the MPCs of other companies declared as public contacts in Company Contact Management form see chapter 2.3.4.4 Figure 2-26 Search all companies contacts 2.3.5.3 Request for partnership On this screen, Figure 2-27 - The MPCs of the company can post an announcement asking for help - partnership, collaboration, knowledge - to other companies registered in the F4E Industry Portal. The other companies can answer these announcements either per direct email or reply onto the announcement platform, creating a meeting point between companies.

Figure 2-27 Request for partnership This form facilitates the creation of searches, filtering by several fields of interest, and answers to their announcements with the I m Interested button. The company who publishes the announcements will receive an email from F4E on behalf of the interested company, with the required data to keep the companies in contact. If users want to publish an announcement, they just need to click on the Create New Announcement button, and follow the instructions that will appear. 2.3.6 CONTACT This menu works in the same way for Legal Entity users as that for Anonymous and Registered Person See Chapter 2.1.4 Page 26/27

3 GLOSSARY TERM F4E DEFINITION The European Joint Undertaking for ITER and the Development of Fusion Energy (Fusion for Energy) ITER ITER Organization, sometimes referred to as IO (ITER Organization), meaning "the way" in Latin, is a major international experiment with the aim of demonstrating the scientific and technical feasibility of fusion as an energy source Supplier Economic operator that provides supplies, services or works to F4E; a successful bidder to a Call initiated by F4E. MOSS Microsoft Office Share Point Server IPortal2 or IP2 Phase 2 of the F4E Industry and Associations Portal - the actual scope of the requirements/ specifications in the present document INT Industry Portal Internal application, accessible to defined F4E Internal Users, also named Administration Console EXT Industry Portal External application, accessible to External User Call A Call for tender (Related to Contracts) or a Call for proposals (Related to Grants) Restricted Call A call for tender just for selected tenders chosen by F4E NDA Non Disclosure Agreement MPC Main Point of Contact of a Legal Entity. It is the user account that represents the Legal Entity and the one that receives all the information related to any process from F4E. ITA ITER Task Agreement. One of the mechanisms used by ITER International Organization (ITER IO) in order to contract specific technical work to Domestic Agencies (DA) END OF DOCUMENT Page 27/27